Executive Assistant to the Chief Human Resource Officer (CHRO) and Chief Finance Officer (CFO)

The Executive Assistant to the Chief Human Resource Officer (CHRO) and Chief Finance Officer (CFO) plays a central role in ensuring a well-run, efficient, and responsive central office. The Executive Assistant must be able to proactively and efficiently perform tasks so that the CHRO and CFO can focus on the benchmarks set forth in the Turnaround Plan and in turn support the schools so the students have a quality education.  The Executive Assistant functions as a primary contact person for many of the CHRO and CFO constituents so must be able to communicate effectively with students, teachers, families, community members, vendors, and visitors.  

The Human Resource and Finance Department work are inter-related in many ways.  One key role that this Executive Assistant position will play is to help the CHRO and CFO improve the efficiency of the cross-departmental work.  The Executive Assistant will have a unique view of the work flow and systems within each department.  All departments in Holyoke Public Schools constantly strive to improve their systems - to make them more efficient and clearer and better for our customers __ the teachers, staff, and leaders throughout the district.  The Executive Assistant will work with the CHRO and CFO to identify where the work-flow and systems within each department can align and improve.

ESSENTIAL FUNCTIONS:

Leadership Support and Project Management: 

• Coordinate calendars and schedule meetings for the CHRO and CFO. Resolve scheduling conflicts and prioritize issues.
• Manage the Chief’s daily work time and school visits to ensure time is spent on the highest priorities.  
• Liaise with other departments and all schools to follow-up on requests and deadlines from the Chiefs.
• Create and organize agendas, collect related materials, and follow-up for Department and Cabinet meetings.
• Manage schedules and track and collect data for Massachusetts Commission Against Discrimation cases (MCAD’s).
• Organize, coordinate and direct work on special projects as assigned by the CHRO and CFO, including analyzing data and developing presentations.
• Prepare, organize and complete reports and related data for administrators, staff, and public
• Conserve the Chief’s time by reading, researching, and responding to and routing correspondence and email.
• Plan and manage logistics and technical preparations for district events and activities as needed and in close coordination with the Superintendent’s Executive Assistant.
• Support communication between the Finance and Human Resources teams to speed work-flow
• Help identify areas of greater efficiency for work that involves both departments

Technology, Reporting, and Operations:

• Design and implement office policies, standards, and procedures; and ensure compliance with policies, regulations, and local, state, and federal laws and regulations.
• Assist in leadership recruiting, selection, processing, orientation, and on-boarding.
• Utilize the financial management and related systems to submit/approve requisitions, process invoices, process contracts, and related activities, approve payroll, and work with finance to track expenses and monitor grants.
• Maintain a variety of district-related information, including contact lists, committee lists, organizational charts, contract statuses, calendars, and more.
• Proactively seek opportunities to improve the coordination of activities within central office and schools.
• Assist the Executive Assistant to the Superintendent in processing all public record requests, which includes proper communication with requesting party, coordinating and gathering requested information from district departments, and requesting additional time to complete projects
• Manage time off requests and reconcile timecards for the Academic Department members on behalf of the CHRO and CFO.

Communication and Customer Service:  

• Write and edit memos and other communications on behalf of the CHRO and CFO.
• Receive, screen, and/or route incoming telephone calls, mail, publications and correspondence, proactively handle questions and information requests.  Proactively resolve stakeholder issues and complaints.
• Serve as the main point of contact for the Human Resource Department and Finance Department.
• Improve and simplify the handling of inquiries to both departments (such as from HPS staff and leaders, job applicants, and partners we do business with) by coordinating with the team members of the Finance and Human Resources teams and following up to ensure matters are resolved as effectively as possible
• The CHRO and CFO deal with highly sensitive, personal information for staff throughout the district.  In managing communication and schedules for those Chiefs, the Executive Assistant will regularly be involved in confidential communications.  Therefore, a strong commitment to confidentiality and professional communication is one of the most essential elements for the position.  
• Greet and document visitors.

Perform other related duties as requested or as responsibilities dictate

Qualifications:

• Commitment to HPS values, and an unwavering belief that all students can excel.
• An ability to learn quickly, adapt to change and thrive in a fast-paced environment.
• Excellent interpersonal and communication skills, with the capacity to remain calm and focused when faced with unexpected challenges.
• Attention to detail and problem solving skills.
• Strong technical skills in office products, like Gmail, PowerPoint, and Google docs.
• Strong organizational and planning skills.
• Excellent time management skills and ability to multitask and prioritize work.
• High school diploma, Associate’s or Bachelor’s degree preferred
• Bilingual (English and Spanish) candidates are strongly preferred